NuPoint Unified Messaging

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1 MITEL NuPoint Unified Messaging User Guide Release 5.0

2 NOTICE The information contained in this document is believed to be accurate in all respects but is not warranted by Mitel Networks Corporation (MITEL ). The information is subject to change without notice and should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document. Revisions of this document or new editions of it may be issued to incorporate such changes. No part of this document can be reproduced or transmitted in any form or by any means - electronic or mechanical - for any purpose without written permission from Mitel Networks Corporation. Trademarks Mitel and NuPoint Unified Messaging are trademarks of Mitel Networks Corporation. Microsoft Outlook is a trademark of Microsoft Corporation. VMware, VMware vmotion, VMware vcloud, VMware vsphere, ESX, and ESXi are trademarks of VMware Incorporated. Other product names mentioned in this document may be trademarks of their respective companies and are hereby acknowledged. Mitel NuPoint Unified Messaging User Guide Release 5.0 March 2012 Document Version 1.0, Trademark of Mitel Networks Corporation Copyright 2011, Mitel Networks Corporation All rights reserved ii

3 Table of Contents Introduction About Your Voice Mail About This Document Your Telephone Preparing to Access Your Mailbox Accessing Your Mailbox Inside Your Company From your own extension From another extension Outside Your Company From an outside line From an outside line to the automated receptionist Setting Up Your Mailbox Menu Overview Greetings Name Passcode Playing Messages Accessing the Voice Mail and Menus Playing Your Messages While Listening to a Message When You Have Finished Listening to a Message Making Messages Making a Voice Message Recording a voice message Sending a message when you have finished recording User Options Accessing User Options and User Tutorial Greetings, Name and Passcode Distribution Lists Creating or modifying a distribution list Using a distribution list Call Schedule Options Record-A-Call Optional Feature Recording while on a Two-Party Call iii

4 Messaging User Guide Recording using softkeys Recording using hard keys Placing a call on hold while recording Listening to a Recording Fax Optional Feature Fax Delivery Options Playing and Printing Fax Messages From a Telephone From a Fax Phone When You Have Finished Listening to a Fax Message Making a Fax Message (Without Voice) From Your Company Fax System From Your Own Mailbox Making a Fax Message (With Voice) From Your Company Fax System From Your Own Mailbox Using Your PC for Fax Messages Downloading and installing Fax Printer Sending a Fax Viewing and Forwarding Fax Messages Using Your PC for Voice Messages Outlook Client Plug-in for Microsoft Outlook 2000, XP, 2003, and Install the Outlook Client Plug-in Enable Additional Outlook Plug-in Users on a PC Set Up Message Playback Configure Access to the Unified Messaging Profile NuPoint Unified Messaging Toolbar QuickPlay Toolbar Navigate Voice Messages Play a Voice Message in Outlook Send a New Voice Message Reply to a Voice Message Forward a Voice Message Launch Web View from Outlook Outlook Client Plug-in for Microsoft Outlook Install the Outlook Client Plug-in NuPoint Unified Messaging Tab Multimedia Controls iv

5 Table of Contents Configure the Unified Messaging Account Settings Navigate Voice Messages in Outlook Play a Voice Message on your Speaker Play a Confidential Voice Message Send a New Message Reply to a Message Forward a Message View Fax Messages Text-to-Speech (TTS) Optional Feature Playing a Text-to-Speech Message Speech Auto Attendant Optional Feature Speaking Tips Universal Voice Commands Making Calls Placing a Call with Voice Commands Placing a Call with Digit Dialing Cancelling a Call Calling the Operator v

6 Messaging User Guide vi

7 Introduction Introduction About Your Voice Mail Mitel NuPoint Unified Messaging (UM) allows you to manage your voice mail, Record-A-Call (RAC), fax, and Microsoft Outlook messages from a touch-tone phone as well as from your PC. Voice mail, Record-A-Call, fax, and are all "messages" that are accessible through your voice mailbox and that you access using a menu system. The Voice Mail menu provides access to most of the voice mailbox features and options including fax messages. Any voice mail user can access this menu. The menu only provides access to s and is available only to users with the Advanced Unified Messaging feature with Text-to-Speech option. In addition to accessing your messages over the phone, you can now play and manage your voice messages from your Microsoft Outlook inbox. You install a plug-in player that allows you to play voice messages from your inbox over your PC speakers or over the phone. To use this feature, you must have the Advanced Unified Messaging feature. For more information, see Using Your PC for Fax Messages on page 19. A Speech Auto Attendant (SAA) is also available to place calls to people by using voice commands. The SAA is a speech-enabled application that allows you to place calls to people quickly and efficiently by speaking their names. In addition to placing calls by name, you can say a department name or telephone number. A tutorial introduces you to the system features, and voice-based help is available to answer questions. See Speech Auto Attendant Optional Feature on page 40 for more information. Note: Depending on how your mailbox is configured, you may not have all of the options described in this guide. Consult your System Administrator for more information. About This Document This guide provides instructions on the functionality of the Mitel telephone user interface (TUI), Mitel Outlook Client Plug-in, and Speech Auto Attendant. If you use another supported client, please refer to the Web View Help for more information. Also refer to the NuPoint Unified Messaging Mitel TUI Quick Reference Guide on Your Telephone Before using the voice mail features of your system, familiarize yourself with your telephone. Message key - Used to call the NuPoint UM Voice system and access your mailbox. Keypad - Used to make menu selections within the voice mail system. Message light - Used to indicate when you have new voice messages in your mailbox. 1

8 Messaging User Guide Softkeys - Used to select many of the voice mail menu options. To select a menu option that appears in the telephone display, you can press either the associated context-sensitive softkey that appears in your phone s digital display or the keypad digit for the option. Note: The softkey names used in this guide may differ slightly depending on your telephone. For example, the Del (delete) softkey may appear as the Discard softkey, on specific phones. Preparing to Access Your Mailbox Before accessing your mailbox, be sure to get the following information from your System Administrator: the NuPoint UM Receptionist number (optional) the NuPoint UM Voice system access extension your mailbox number your default passcode. If you have any problems or questions about procedures, consult your System Administrator. 2

9 Accessing Your Mailbox Accessing Your Mailbox All of your voice messages will reside in your personal "mailbox", which is passcode protected. Your System Administrator will assign you a temporary passcode to use the first time you access your mailbox. How you log into your mailbox will depend on whether you re calling from inside or outside your company. Inside Your Company From your own extension 1. Dial the internal NuPoint UM Voice access number. 2. Enter your passcode when prompted. From another extension 1. Dial the internal NuPoint UM Voice access number. 2. Press the key when prompted to enter a passcode 3. Enter your mailbox number followed by the key. 4. Enter your passcode when prompted. Outside Your Company From an outside line 1. Dial the external NuPoint UM Voice access number. 2. Enter your mailbox number followed by the key. 3. Enter your passcode when prompted. From an outside line to the automated receptionist 1. Dial the NuPoint UM Receptionist number. 2. Press the key to access the NuPoint UM Voice system. 3. Enter your mailbox number followed by the key. 4. Enter your passcode when prompted. 3

10 Messaging User Guide Setting Up Your Mailbox When you access your mailbox for the first time, a user tutorial automatically activates. This tutorial guides you through your first mailbox session, explains how to record a greeting and your name, and prompts you to change your temporary passcode. Tip: After playing or sending messages, the system may return you to a previous menu with different options than the menu you were just using. Menu Overview For an illustration of the menu overview, refer to the NuPoint Unified Messaging Mitel TUI Quick Reference Guide ( Greetings After opening your mailbox, you will be asked to record one or more greetings that callers will hear when they call your mailbox. For example, you may record one greeting that callers hear when your line is busy (such as, "I m currently on the phone and unable to take your call") and a different one when you re not at your phone (such as, "I m currently away from my desk"). If your System Administrator has enabled the Extended Absence Greeting feature for your mailbox, you can also record an Extended Absence Greeting. This greeting allows you to inform callers of an extended absence. Callers cannot press a key to skip the greeting. At the end of the greeting, callers can either transfer to the attendant or leave a message. Note: Once recorded, the Extended Absence Greeting is effectively enabled. This means that all callers being forwarded to your mailbox will hear the extended absence greeting. Once you log into your voic , you will be prompted to press 1 to retain your Extended Absence Greeting, or to press 2 to disable the Extended Absence Greeting. If your System Administrator has disabled message delivery for the Extended Absence Greeting, then after the greeting, callers will only be able to transfer to the attendant. See Greetings, Name and Passcode on page 11. Name You will be prompted to record your name so that the system can: Address you when you call into the system (for example, "Hello, Jane Smith"). Inform other users when a message comes from you (for example, "4:45 p.m., from Jane Smith"). State your name to other users when they address messages to your mailbox (for example, "Jane Smith"). 4

11 Setting Up Your Mailbox Passcode You will always be prompted for your passcode before accessing your mailbox. The first time you access your mailbox, you will use the temporary passcode assigned by the System Administrator. During the tutorial, you will be prompted to change your passcode to a number containing 4 to 10 digits. Define a passcode that you can easily remember, but do not select an obvious code like "1234". Note: Passcodes are required only if you wish to protect your privacy; you can choose not to have a passcode by pressing 0000 when prompted during the tutorial. When your mailbox is set up, you re ready to start using the NuPoint UM Voice features. Note: For added security, your Administrator may configure your passcode to expire at regular intervals. 5

12 Messaging User Guide Playing Messages When you access your mailbox to retrieve your messages, the system tells you how many messages you have ("You have 2 urgent messages and 2 unplayed messages.") For Advanced Unified Messaging (UM) users with the Text-to-Speech (TTS) option, the system tells you how many voice mails and s you have ("You have 2 unplayed messages, 1 saved message, 3 unplayed s, and 1 saved ). You access voice mails and s from separate menus. After the message summary, Advanced UM with TTS users can access either the voice mail or the menu. You can exit either menu to access the other one. Note: Advanced UM users who do not have the TTS option cannot access the menu. Accessing the Voice Mail and Menus After you access your mailbox If you are a regular voice mail user, you are already in the Voice Mail menu. If you have the Advanced UM with TTS feature, you press to access the Voice Mail menu or to access the menu. Playing Your Messages After accessing either the Voice Mail menu or the menu, press or the Play (or Play Message) softkey. Your urgent messages will automatically be played first. Then, depending on your mailbox settings, you may have the option to play unplayed or saved messages first; otherwise, your unplayed messages will be played first. Note: If the date and time option is enabled on your voice mail system, the system will automatically play this information at the beginning of each message. Consult your System Administrator for more information. 6

13 Playing Messages While Listening to a Message At any time during message playback you can Press this key, OR Press this softkey To perform this action More then Pause Pause the message for 30 seconds. Move back five seconds within the message. Æ Move forward five seconds within the message. Skip Skip to your next message. More then Play Return to the beginning of your previous message. Note: You may not have access to all of the options above, depending on how your mailbox is configured. Consult your System Administrator for more information. When You Have Finished Listening to a Message At the end of a message, you can Press this key, OR Press this softkey Play (or Restart) To perform this action Play the message again. Answer Answer the person who sent the message. When you are finished recording your answer, press or the Send softkey to send it and continue your session. Then press to send your answer to additional mailboxes if you wish. Answer (with Dial-back option enabled) to answer by voice mail (as above) to dial-back the caller and then delete the message. to dial-back the caller and then keep the message. 7

14 Messaging User Guide Press this key, OR Press this softkey Give To perform this action Give the message to another mailbox, distribution list, or off-system telephone number. The system will also give you the opportunity to record additional comments before sending the message to someone else. When you have added your comments, press Then press or the Send (or Exit) softkey and continue your session. Keep Del (or Discard) to give the message to additional mailboxes if you wish. Keep the message. Kept messages can be accessed only after you have skipped through your unplayed messages and message receipt queues. Discard the message. Note: If you accidentally discard a message, you can retrieve it by immediately pressing or the Undelete softkey. If you press any key other than the key immediately after discarding the message, you will not be able to retrieve the discarded message. Note: You may not have access to all of the options above, depending on how your mailbox is configured. Consult your System Administrator for more information. 8

15 Making Messages Making Messages To make a message, you must first access your mailbox by calling the system access number and entering your passcode. You can then make a voice message before or after listening to any unplayed messages in your mailbox. Remember that you can address your messages to other mailboxes, distribution lists, and off-system telephone numbers. Making a Voice Message Recording a voice message 1. Press or the Make Message softkey to make a message. 2. Enter the recipient's number or, to dial by name, press the specific key assigned to this feature on your voice mail system, and then dial the recipient's last name and first name until the system recognizes the name. Note: The system will automatically announce the specific key to press to dial by name. This is a configurable feature and thus the key to press will vary for each voice mail system. 3. After the system confirms the recipient's name, enter the names or numbers of any other intended recipients (for example, you may wish to send a single message to all members of a certain committee, telling them the time and place of the next committee meeting). 4. When you have finished addressing your message, press or the Record softkey. 5. Begin recording your message after the tone. (You may press to pause during recording and then any key to resume recording, or you may use the Pause/Resume softkeys.) Sending a message when you have finished recording Once you have finished recording, you may choose to send, review, modify, cancel, or specify special delivery for your voice message, by selecting from the following options: Press this key, OR Press this softkey Send To perform this action Send the message and exit to the main menu. Append Add to the recording. Del Delete the recording and start over. 9

16 Messaging User Guide Press this key, OR Press this softkey Review To perform this action Replay the message. End Record Access message addressing options such as urgent delivery, future delivery, confidential, and return receipt. Once you have selected from these options, press or the Send (or Exit) softkey to send your message and exit to the main menu. Note: If you regularly send messages to multiple users, consider creating personal distribution lists to make addressing your messages even easier (see Distribution Lists on page 12). 10

17 User Options User Options The user options menu allows you to listen to the user tutorial, change your greetings, record your name, and define your password, create voice mail distribution lists, and select call scheduling options. Accessing User Options and User Tutorial Press or the Options softkey to access user options from the main menu. You can press at any time to go through the user tutorial again. Greetings, Name and Passcode When you first set up your mailbox (see Setting Up Your Mailbox on page 4), you recorded a greeting and your name and selected a passcode. The user options menu allows you to change these at any time. You should update your greeting(s) regularly for example, to let callers know whether you're in or out of the office. From the user options menu, you can Press this key, OR Press this Softkey Greetings To perform this action Change your greeting(s). You can record a Primary greeting and one or more Conditional greetings. Record Conditional greetings you want callers to hear when your line is busy (e.g., "I m currently on the phone and unable to take your call"), when you re not there (e.g., "I m currently away from my desk"), or for extended absences ("I will be away until October 15th,..."). You can now press personal greeting, to record or change your conditional to record or change your primary personal greeting, or to enable your Extended Absence Greeting. After you have recorded your greeting, press Change Name Passcode or the Chng softkey to select which greeting Primary or Conditional you want your callers to hear. Re-record your name. Change your passcode. Note: You may not have access to Conditional greetings, depending on how your mailbox is configured. Consult your System Administrator for more information. 11

18 Messaging User Guide Distribution Lists A distribution list allows you to record a single message and then send it to a large number of people without addressing them each individually. You can use distribution lists whenever you make a message, or give a message to someone else. Creating or modifying a distribution list 1. Press or the Dist Lists softkey from the user options menu. 2. Enter the number of the distribution list, ensuring the first digit is always zero (0). 3. Press to record a name for the distribution list (e.g., "product planning committee"). The system will play this name each time you address messages to this distribution list. 4. Press to add members to the list; press to drop members. 5. Enter the numbers or names of users you wish to add or drop. 6. Press if you would like the system to play back the list of members you have selected. 7. Press to exit to the main menu. Note: All personal distribution lists must begin with the number 0. Using a distribution list Instead of entering a mailbox number, enter the number of the distribution list you want to use. The system reads back the number of the distribution list. Call Schedule Options NuPoint UM WakeUp allows you to program NuPoint UM Voice to call you at a specific telephone number at a specific time. You can schedule wake up calls for Monday through Friday, weekends, every day, or as needed. Message Delivery allows you to define a schedule so that if a message arrives in your mailbox, NuPoint UM Voice will call you at a specific telephone number at a specific time so that you can retrieve the message. Paging allows you to define a schedule so that when a message arrives in your mailbox, NuPoint UM Voice notifies your pager. Future Delivery Audit allows you to audit any message scheduled for future delivery. You can schedule delivery of any message up to 365 days in the future using the message addressing options menu (see Sending a message when you have finished recording on page 9). 12

19 Record-A-Call Optional Feature Record-A-Call Optional Feature The Record A Call feature allows you to use your NuPoint UM Voice system to record your telephone conversations. Note: You may be required by law to inform the other party that you are recording the conversation. For specific instructions, consult your System Administrator. Recording while on a Two-Party Call Your system may be programmed to automatically begin recording external calls when you or the other party answers. Contact your System Administrator for details. If your system does not automatically record conversations, you must press a Record key to begin recording while you are on a two-party call. What key you press depends on whether the Softkey feature is available on your phone. The following phones support softkeys: Superset IP 5240 IP Recording using softkeys To begin recording while you are on a two-party call, press the Record softkey that appears on your phone s digital display screen. Pausing or resuming recording during a call To pause the recording press the Pause softkey. To resume recording after pausing, press the Resume softkey. Stopping the recording To stop the recording without saving the recorded conversation, press the Stop and Erase softkeys. To stop and save a recording, press the Stop and Save softkeys. Note: Your administrator may configure your Record A Call settings to automatically save a recorded conversation when you hang up the phone. If auto-save is enabled, you can save the recorded call simply by hanging up the phone at the end of your conversation. 13

20 Messaging User Guide Recording using hard keys To begin recording a call using hard keys, press the Record key that your System Administrator has programmed on your phone. Note: Using hard keys with Record A Call, you can only start a recording session. Your System Administrator must enable auto-save in order for your conversations to be saved automatically when you hang up the phone. Consult your System Administrator for more information. Placing a call on hold while recording Putting a call on hold during the recording saves the recording, and sends it to your mailbox. Taking the call off hold starts a new recording session. Note: Depending on system programming, hanging up, or pressing TRANS/CONF or a line appearance key, may also save the recording. Consult your System Administrator for details. Listening to a Recording To listen to a recorded conversation after the call has ended 1. Lift your handset. 2. Access your voice mailbox. 3. Follow the prompts to retrieve the recording, as you would to retrieve any regular voice message. 14

21 Fax Optional Feature Fax Optional Feature The Fax feature allows you to manage fax messages that are sent to your mailbox, using the TUI. You can retrieve unplayed fax messages, play a voice message that accompanies a fax, send a fax to a fax machine, and deliver a fax (with or without a voice message) to another user. Fax Delivery Options You can access Fax delivery options from the User Options menu. From the Main menu, press and then to access the following Fax Delivery options: Press this key To perform this action To send all unplayed fax messages in your mailbox to your default fax number. To define a default fax delivery number. All your faxes will be automatically sent to From a fax phone this number when you press menu. from while you are in the Fax delivery To fax into your mailbox a cover page that will become your Personal Cover Page. This page will be automatically included with all faxes that you send from your mailbox. To toggle between enabling and disabling automatic fax delivery to your default fax number. Automatic fax delivery immediately sends all fax messages that arrive in your mailbox to your default fax number. Playing and Printing Fax Messages Fax messages are treated just like voice messages in your mailbox. When you access your mailbox to retrieve messages, the system will first tell you how many messages you have, for example, "You have 2 urgent messages and 4 unplayed messages with fax".) From a Telephone To play a fax message: 1. After accessing your mailbox, press or the Play (or Play Message) softkey. Your urgent messages will automatically be played first. 2. For any fax messages, the system will prompt you to press for fax delivery options. From this menu, you can: Press to dial the number of a fax machine where you want the fax to be printed. Dial the number when prompted. 15

22 Messaging User Guide The system will confirm the number. Press to accept the number, or press to dial a new number. After you press to accept the number, press to deliver the fax immediately to that number, or press to schedule a time for future delivery. 3. If you have additional fax messages, you can send them to the same fax number you entered for the first number simply by pressing and then. Note: You can also use the fax delivery options under the User Options menu (refer to the Mitel TUI Quick Reference Guide). Using this menu, you can set up a default fax delivery number. After you program that number, you can simply press delivery options (after playing the message with fax), and then press fax message. for fax to print your From a Fax Phone To retrieve and print a fax message from a fax phone: 1. After accessing your mailbox, press or the Play (or Play Message) softkey, and then press to access the Fax Delivery Options menu. 2. Press to receive a fax message print out from that fax machine. 3. When prompted, press the Start button on the fax machine. 4. Once you receive the fax print-out, you can stay on the line to resume your mailbox session. When You Have Finished Listening to a Fax Message See When You Have Finished Listening to a Message on page 7. Making a Fax Message (Without Voice) You can send a fax message to a recipient s mailbox, using a fax phone. You can send the message directly from your company s fax system or from your own mailbox. If you send a fax from your company s fax system, your name is not included in the message header; and if you send a fax from your own mailbox, your name is included in the message header. 16

23 Fax Optional Feature From Your Company Fax System Note: Your name will not be included in the recipient s message header. 1. From a fax phone, dial your company Fax system access number. 2. When you hear the system greeting, enter the recipient s mailbox number, or to dial by name, press the appropriate keys to dial the recipient s last name followed by their first name until the system recognizes the name. 3. You will hear the recipient s personal greeting. At the tone, press the Start button on the fax machine to send your fax. 4. After the fax has been sent, you can press to mark the message urgent, or you can press to leave a message for another mailbox. From Your Own Mailbox Note: Your name will be included in the recipient s message header. 1. Access your mailbox, and when you hear your own greeting, press. 2. Enter your passcode. 3. Press to make a message. 4. Enter the recipient s mailbox number, or to dial by name, press the appropriate keys to dial the recipient s last name followed by their first name until the system recognizes the name. 5. Once the system confirms the recipient s name, enter the names or numbers of any other intended recipients. 6. When you are finished addressing your fax message, press to leave a fax, and then press the Start button on your fax machine to send your fax, or press for more options. 7. After the fax has been sent, you can press to send the message; or press to access message addressing options such as urgent delivery, future delivery, confidential, and return receipt. Once you have selected from these options, press your message and exit to the main menu. to send 17

24 Messaging User Guide Making a Fax Message (With Voice) You can send a combined voice and fax message to a recipient s mailbox, using a fax phone. You can send the message directly from your company s fax system or from your own mailbox. If you send a fax from your company s fax system, your name is not included in the message header; and if you send a fax from your own mailbox, your name is included in the message header. From Your Company Fax System Note: Your name will not be included in the recipient s message header. 1. From a fax phone, dial your company s Fax system access number. 2. When you hear the system greeting, enter the recipient s mailbox number, or to dial by name, press the appropriate keys to dial the recipient s last name followed by their first name until the system recognizes the name. 3. You will hear the recipient s personal greeting. At the tone, record a voice message. 4. When you are finished recording your voice message, press the Start button on your fax machine to send your fax. 5. After the fax has been sent, you can press to mark the message urgent, or you can press to leave a message for another mailbox. From Your Own Mailbox Note: Your name will be included in the recipient s message header. 1. From a fax phone, dial your company s Fax system access number. 2. When you hear the system greeting, enter your own mailbox number. 3. When you hear your own greeting, press. 4. Enter your passcode. 5. Press to make a message, and then follow the instructions for sending a voice-only message from your mailbox (including addressing). 6. At the tone, record a voice message. 7. When you are finished recording, press to leave a fax, and then press the Start button on your fax machine to send your fax, or press for more options. 18

25 Using Your PC for Fax Messages Using Your PC for Fax Messages You can also use your PC to manage fax messages. The Fax feature allows you to add the Fax Printer driver to your Printers folder. Using Fax Printer, you can send faxes from any application with a Print function. Faxes can also be sent from the Web View interface. For information about sending faxes from the Web View interface, refer to the Web View Help. Note: Cover sheets must be in TIFF format. Downloading and installing Fax Printer To use the Fax Printer for fax messages, you must first download and install it from the Web View interface. To download and install the Fax Printer driver: Note: To install the Fax Printer driver, you must have local administrator rights on the PC. 1. Log in to the Web View interface and click on the Downloads tab. 2. Click on Download Fax Printer. 3. In the Security Warning window, click Run to run FaxPrinter.exe. The installation will start automatically. 4. Click Next on each dialog. When prompted, accept the Terms of Use. The Fax Printer driver is now installed. Sending a Fax Faxes can be sent using the NuPoint Fax Printer using any software with a Print function. If you wish, you can set up a Personal Cover Page (see Fax Delivery Options) or create Custom Cover Pages. If you have a Personal Cover Page, it will be the default cover page for faxes you send. Any file in TIFF format can be used as a Custom Cover Page. You can save multiple Custom Cover Pages to customize your faxes for their recipients. To send a Fax using the NuPoint Fax Printer: Note: Before sending a fax for the first time, obtain the fully qualified domain name or IP address of the NuPoint UM server from your System Administrator. Open the document and select Print. In the print menu, select NuPoint Fax Printer from the list of available printers. OR 19

26 Messaging User Guide If NuPoint Fax Printer has been set up as your default printer, right click on the document in Windows Explorer and select Print. When the document is ready to be sent to the server, the NuPoint Fax Client window will appear. If you have never sent a fax before or the client could not connect to the server, the Server Settings tab will display: Figure 1: Server Settings Tab Note: If your mailbox password changes, you will need to update the Server Settings tab with the new password the next time you send a fax. 5. Enter your credentials to connect to the server. a. In the NuPoint Server field, enter the fully qualified domain name (FQDN) of the server. b. In the Mailbox field, enter your NuPoint UM mailbox number. c. In the Passcode field, enter your NuPoint UM mailbox passcode. d. Click Connect. The Status will update to Connected. 6. Click on the Delivery Options tab. Figure 2: Delivery Options Tab a. In the Recipients field, enter the list of recipients (NuPoint UM mailbox numbers or fax numbers), separated by commas. Note: For external fax numbers, include any digits that must be dialed from your system to reach an external line. 20

27 Using Your PC for Fax Messages b. If you wish to use a Custom Cover Page, select the Use a Custom Cover Page check box. c. Enter the full name of the cover page OR click on the Browse... button to select it Note: If you do not use a Custom Cover Page, the server will use your Personal Cover Page, or, if you do not have one, the System Cover Page. d. Click on the Send Fax button. When the fax has been received by the server, a popup will display with the message The fax is successfully queued for delivery. If the fax cannot be sent, you will receive a message in your voice mail to notify you of the failure. When you send your next fax, the Server Settings tab will not display unless the Fax Printer could not connect to the server, for example, if your password has changed. Viewing and Forwarding Fax Messages To view a Fax Message: Open the message from your inbox and view the attached document. From the Messages tab in the Web View interface, click on the Play button. The fax will open in a TIFF viewer. From your telephone, send the fax to a fax machine. To forward a Fax Message: From the Messages tab in the Web View interface, click on the Forward Fax button to forward the message as a fax. OR From the Messages tab in the Web View interface, click on the Forward button to forward the message as an attachment to an . 21

28 Messaging User Guide Using Your PC for Voice Messages You can use your PC to manage your voice messages with the following applications: Outlook Client Plug-in for Microsoft Outlook 2000, XP, 2003, and 2007 This plug-in installs the Mitel Networks QuickPlay player and the Unified Messaging toolbar in your Microsoft Outlook client. The QuickPlay player allows you to use the phone or your PC speakers to listen to your voice messages, while the toolbar enables you to reply to, forward, and manage your voice messages as well as create and send new voice messages with either voice mail or . The toolbar also enables you to launch the Web View from Outlook. The plug-in is available for the 32-bit variant of Microsoft Outlook 2000, XP, 2003, and Outlook Client Plug-in for Microsoft Outlook 2010 This plug-in installs the Mitel NuPoint UM tab in your Microsoft Outlook client. You can use the buttons on the tab to manage your messages (reply, forward, create new message, etc.), and to specify whether your messages should be played automatically. In addition, the OCP provides multimedia controls that enable you to manage message playback. The plug-in is available for the 32- and 64-bit variants of Microsoft Outlook Text-to-Speech Use this feature to listen to Microsoft Outlook messages from the NuPoint UM Voice mailbox. The text of the message is converted to speech and played back over the phone. Outlook Client Plug-in for Microsoft Outlook 2000, XP, 2003, and 2007 If you are a NuPoint Unified Messaging Advanced user with Outlook 2000, XP, 2003, or 2007, use the following procedures to install the Mitel Outlook Client Plug-in and manage your messages. 22

29 Using Your PC for Voice Messages Four types of NuPoint UM messages are supported by the Mitel Outlook Client Plug-in: voice messages, confidential voice messages, Record-A-Call messages, and fax messages. Each of these messages has unique icons to identify the specific message type. Notes: 1. The plug-in works with the 32-bit variant of Microsoft Outlook2000, XP, 2003, or 2007 installed on one of the following operationg systems: Windows 2000, XP, 2003, Vista (Business, Enterprise or Ultimate), or Windows You can reply to s with messages only. 3. Microsoft Outlook has an Explorer and an Inspector window. The Explorer window is the main window that displays the list of messages for the user, while the Inspector window is the window that displays a message when it is opened. 4. PC sound cards and PC speakers are optional since you can use the Call Me/Meet Me feature to listen to messages. 5. If a voic message is moved from the Inbox to a personal folder, the message is deleted from the telephone user interface (TUI). If the message is then moved back to the Inbox, it is deleted since the associated TUI message has been deleted. The message may reside in the Deleted folder if the permanent delete configuration parameter is disabled. See your System Administrator for more information. 6. The plug-in works with the 32- and 64-bit variants of Microsoft Outlook2000, XP, 2003, or Install the Outlook Client Plug-in Note: Once you have installed the plug-in, Outlook takes slightly longer to open and close. Avoid restarting Outlook immediately after closing it. Before You Begin Obtain the following information from your System Administrator before you begin this procedure: The location of the of the OutlookClientPlugin.exe file; The NuPoint Unified Messaging platform fully qualified domain name (FQDN). Note: To install the Outlook Client Plug-in, you must have local administrator rights on the PC. To install the plug-in on Microsoft Outlet 2000, XP, 2003, or 2007 (32-bit variant): 1. Close Microsoft Outlook if you have it open. 2. If you have the Outlook Client Plug-in previously installed, remove the application with Add/Remove Programs in Control Panel: - Click Start > Control Panel, and then open Add or Remove Programs. - Select Outlook Client Plug-in, and then click Change/Remove. Note: Prior to Release 12.0, the Outlook Client Plug-in was called "Multimedia Outlook Plug-in". You may see this name under the Add or Remove Programs list if you have an older version of the plug-in installed. - Navigate to the OutlookClientPlugin.exe file for the Outlook Client Plug-in, and then double-click the file and click Run. You may have to click Run a second time if you get 23

30 Messaging User Guide 24 a security warning. The Outlook Client Plug-in Setup window opens. Note: The OutlookClientPlugin.exe file can be installed from either Mitel OnLine or the Downloads tab in the Web View interface. If this tab is unavailable, contact your system administrator in order to have the OCP download enabled on your mailbox. 3. If you are asked to remove the existing application, click OK. 4. Click Next. The User Settings window opens. 5. Enter the fully qualified domain name (FQDN) of the NuPoint Unified Messaging platform, and click Next. The Choose Destination Location window opens. 6. Click Next to accept the default setting for the location or click Browse to place the files in another location. 7. Click Yes when the system asks you if it should create a folder. The Start Copying Files window opens. 8. Click Next. The software installs, and then the User Profiles Information window opens. 9. Select the Logon User Names for the people using the PC who require the customized Outlook security settings for the Outlook Client Plug-in. Enabling a user name will prevent the appearance of security warnings for that user when the Outlook Plug-in is opened. 10. Click Enable, and then Close. The InstallShield Wizard Complete window opens. 11. Click Finish. 12. Open Microsoft Outlook, and click Tools, Options, and then the Unified Messaging tab. 13. In the Automatic Play section, select the type of automatic play for the voice messages. These settings are optional. See Set Up Message Playback on page 25 for details. 14. In the Phone section, enter the phone number or extension in the Phone number or extension field. See Set Up Message Playback on page 25 for details. 15. In the Unified Messaging Profile section, click Messaging Profile to enter your Mailbox and Passcode numbers. These numbers let you access your Personal Web Page from the Profile button on the Outlook plug-in toolbar and also provide identification for the playback of your voice messages. 16. Click OK. 17. Click OK again. Enable Additional Outlook Plug-in Users on a PC You can enable additional Outlook Client Plug-in users on a PC where the plug-in is installed, using an account with administrator privileges on that PC. To enable additional user(s) on a PC for Microsoft Outlet 2000, XP, 2003, or 2007: 1. Log in to the client PC, using an account with administrator privileges on that PC. 2. Navigate to the following file: C:\Program Files\Mitel Networks\Outlook Client Plug-in\EnableMOPonOutlookXP.exe. Note: You can also navigate to this file from the Start menu. The path to the file is as follows: Start>All Programs>Mitel>Outlook Client Plug-in>Outlook Security>EnableMOPonOutlookXP.exe.

31 Using Your PC for Voice Messages 3. Open the EnableMOPonOutlookXP.exe file, select the new user(s) from the User Profiles Information list, and then click Enabled. Set Up Message Playback You can set up your message playback to play messages when you open (double-click) the message or when you highlight (single-click) the message in the inbox. The following procedure enables you to set up both kinds of playback as well as configure message play over the phone and through the PC speakers. To set up message playback on Microsoft Outlet 2000, XP, 2003, or 2007: 1. Open Microsoft Outlook, and click Tools, Options, and then the Unified Messaging tab. 2. In the Automatic Play section, select the type of automatic play for the voice messages. - If you want the voice message to be played over the PC speakers or the phone when the voice message file is opened (that is, after double-clicking the voice message in the Inbox), click Auto-play when opening. - If you want to automatically hear the voice message over the PC speakers when the voice message is highlighted (that is, by a single click on the voice message in the Inbox), click Auto-play when previewing. 3. In the Phone section, ensure that the phone number or extension is entered. If it is not entered, you will only be able to listen to your voice messages via the Meet Me feature by calling into your voic . Note: The phone number or extension entered in this field is the one that will be used by the Call Me feature to listen to voice mail messages and to record greetings and distribution list names. 4. Click OK. Notes: 1. The Mitel QuickPlay toolbar is available so you can stop, play, pause, fast forward, or review your voice messages. You can toggle the Playback Device button to on or off and change your auto-play options with the "Auto-play when previewing" check box. If you need to launch the Mitel QuickPlay toolbar, click on the QuickPlay button on the Microsoft Outlook toolbar. The QuickPlay button will appear depressed when the Mitel QuickPlay toolbar is open. 2. If you have Microsoft Outlook open on a PC and then you open Microsoft Outlook using the same account on another PC, you will have to restart Microsoft Outlook on the original PC in order to receive full functionality of the Outlook Client Plug-in. 3. The Mitel QuickPlay toolbar provides an "Auto-play when previewing" check box so you can change your auto-play preference there as well. This setting will also change your auto-play setting in Tools/Options. 4. The Mitel QuickPlay toolbar provides a Playback Device button that temporarily turns the telephone playback on or off 25

32 Messaging User Guide Configure Access to the Unified Messaging Profile You need to configure access to the Unified Messaging profile in order to log in and configure additional mailbox settings. To configure access to the UM profile on Microsoft Outlet 2000, XP, 2003, or 2007: 1. Open Microsoft Outlook, and click Tools, Options, and then the Unified Messaging tab. 2. Click on the Messaging Profile button. The Unified Messaging Profile window appears. 3. In the NuPoint Server FQDN field, enter the Fully Qualified Domain Name of the NuPoint Unified Messaging server. Note: If you provided the name or IP address of the NuPoint Unified Messaging server during the installation of the Mitel Outlook Client Plug-in, then the FQDN field will already contain this value. If the field is blank, contact your System Administrator for this information. 4. In the Mailbox field, enter your mailbox number. 5. In the Passcode field, enter your Unified Messaging password. 6. Click OK to save the settings. NuPoint Unified Messaging Toolbar Once the Mitel Outlook Client Plug-in has been installed, the Unified Messaging Toolbar appears in the Microsoft Outlook Explorer window. Menu items for some of these tasks are also added to the Microsoft Outlook File, View, Tools and Actions menus. Figure 3: Unified Messaging Toolbar in Outlook 2000, XP, 2003 or 2007 Note: This toolbar is also available in the Microsoft Outlook Inspector window. However, the QuickPlay and Profile buttons are not available in this window. The following buttons are available on the toolbar for Microsoft Outlet 2000, XP, 2003, or 2007: New: Creates a new voice message. This option is also available in the Microsoft Outlook File and Actions menus, as well as the standard toolbar. Reply (with Voice): Sends a reply to the sender of a NuPoint UM message with a voice message. This option is also available in the Microsoft Outlook Actions menu. Reply to All (with Voice): Sends a reply to the sender of a NuPoint UM message and all of its recipients with a voice message. This option is also available in the Microsoft Outlook Actions menu. Forward (with Voice): Forwards a NuPoint UM message to another user with a voice message. This option is also available in the Microsoft Outlook Actions menu. Previous (NuPoint UM message): Locates the NuPoint UM message that appears before the currently selected NuPoint UM message. 26

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